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IENG 471 - Lecture 08. Teaming and Effective Meetings. Teaming Factors. What makes for a good project team? Clear, challenging goal Results-driven team structure Competent members Commitment to team goal(s) Positive team culture Honesty Openness Respect Performance consistency
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IENG 471 - Lecture 08 Teaming and Effective Meetings IENG 471 Facilities Planning
Teaming Factors • What makes for a good project team? • Clear, challenging goal • Results-driven team structure • Competent members • Commitment to team goal(s) • Positive team culture • Honesty • Openness • Respect • Performance consistency • High team standards for performance • External support and recognition • Effective leadership IENG 471 Facilities Planning
Successful Team Life Cycle • Five Stages of Team Development (Tuckman & Jensen) • Forming • Storming • Norming • Performing • Adjourning • Not Everyone, Every Team Goes Through All Stages • Some opt-out • Some teams are aborted IENG 471 Facilities Planning
Stage 1: Forming • Brief Description: • Transformation of individuals into team members • Characteristics: • Struggle to: • Define nature of the task to be performed • Knowing each other’s personalities, motives, work styles… • Determining acceptable group behavior • Determining where, when, how to begin • As a group, members are: • Likely to be polite, but guarded • Passive, and dependant on a leader to tell them what to do • Need a nurturing and structured environment IENG 471 Facilities Planning
Stage 2: Storming • Brief Description: • Similar to adolescence, team members vie for control over the group and the way the group will work together. • Characteristics: • Conflicts, because the team has unrealistic expectations for themselves, and others: • Some success leads to over-reaching • High energy, enthusiasm, optimism at the same time as frustration, resentfulness and restlessness • Polarization and scape-goating as team self-identifies • Some may voluntarily (or be forced to) leave the group IENG 471 Facilities Planning
Stage 3: Norming • Brief Description: • Team resolves their basic differences and begins to work together in atmosphere of cooperation, respect. • Characteristics: • Remaining members have become more accepting of: • Each other • Their own roles • The team’s goals and objectives • Members: • Share information willingly • Communicate openly • Solve problems effectively • Begin to understand individual strengths & weaknesses • Start to identify as a group, socialize, some become friends IENG 471 Facilities Planning
Stage 4: Performing • Brief Description: • Members feel intimacy with each other and gain a great deal of satisfaction from interaction • Characteristics: • No issues over power, control, or status • Members work through problems as part of the interpersonal and team dynamics in an open manner • Team is productive, efficient, highly focused • Credit is shared • Members recognize that a synergy occurs as they work together IENG 471 Facilities Planning
Stage 5: Adjourning • Brief Description: • The team accomplishes its mission and disbands. (This phase does not always occur) • Characteristics: • Period of letting go and moving on with individual lives • Members recognize that their time as a group is over, consequently, mixed emotions prevail: • There is a sense of loss • There is some remorse, sadness, and grieving • There is pride is what they achieved • There is pride in having been a special group • If team members don’t experience some of these feelings, the team probably never reached Stage 4 IENG 471 Facilities Planning
Successful Team Key Behaviors • Communication • Ability to restate, express concisely, solicit feedback, accept criticism • Decision-Making • Ability to gather input from all affected, consider options and alternatives, advocate a differing view, encourage risk-taking • Collaboration • Ability to commit to team purposes, support team members, share responsibility and credit, accept weaknesses and strengths of other team members • Self-Management • Ability to communicate and stay focused, commit to quality work, meet professional and personal standards, empower others without controlling them, and get yourself started IENG 471 Facilities Planning
Effective Meetings • Member Roles • Primary Facilitator • Scribe • Timekeeper • Secondary Facilitator(s) IENG 471 Facilities Planning
Effective Meetings: Roles • Primary Facilitator • Prior to meeting: • Purpose of meeting • Agenda for meeting • State desired outcomes for meeting • Assign roles for Scribe & Timekeeper • During the meeting: • Responsible for beginning • Drawing information from all members • Processing information • Aid in drawing conclusions & developing actions • Keeping the meeting on track • Contributing to the meeting IENG 471 Facilities Planning
Effective Meetings: Roles • Scribe • During the meeting: • Records proceedings of the meeting • Provides feedback on what is recorded • Checks for consensus • Act as a secondary facilitator • After the meeting: • Sends notes of the meeting • Minimal Notes: • Date, time, location and attendees • Actions completed, discussion points and decisions • Task assignments and target dates IENG 471 Facilities Planning
Effective Meetings: Roles • TimeKeeper • During the meeting: • Keeps meeting on schedule • Assist in keeping meeting on track • Act as a secondary facilitator • Secondary Facilitator(s) • Prior to the meeting: • Perform assigned tasks • During the meeting: • Actively contribute to the meeting • Volunteer to take on assignments IENG 471 Facilities Planning
Facilitation for Effective Meetings • Start the meeting on time (3 people starting point) • Ask members for information, opinions, and feelings • Paraphrase what was said to aid understanding • Ask for specific examples to comprehend • Clarify assumptions • Probe ideas: depth = insight • Summarize key points & issues • Encourage consideration of all information • Reflect on expressions and member feelings • Refocus on issues when necessary • Draw out differences of opinion • Encourage “out of the box” thinking about issues • Recommend processes for moving forward • Test for consensus • Move the team forward: help make decisions, identify actions IENG 471 Facilities Planning
Questions & Issues • Each team will need to send a bi-weekly progress report memo (e-mail): • Addressees: • Dr. Jensen (dean.jensen@sdsmt.edu) • Team members • Subject: IENG 471 Progress Report - <date> • Content: • Summary of actions on old tasks • Summary of decisions made • Summary of next tasks and responsible personnel • 1st Meeting: Team Organization • Include hardcopy in your project report. • Due every other Friday at Noon. IENG 471 Facilities Planning